Sync leads from Google Sheets

How the sync works

You connect your Google account, pick a spreadsheet with Google’s own file picker and tell LumaKol once what each column holds. The rows already in the tab come in first. After that LumaKol reads the sheet about every 15 minutes, and each row added at the bottom becomes a lead, so nobody exports or uploads a file. If you choose columns for it, the stage, last outcome, call time and agent go back into the lead’s row.

Connect Google Drive first

Sheets are read through your own Google account, the one connected under Settings → Google Drive. Press Connect Google Drive there; Google asks which account to use and for your permission. Integrations → Google Sheets then names that account (“Sheets are picked from the Google account …”) with a Use a different account link.

• Until Google Drive is connected, Integrations → Google Sheets shows a link to it instead of Connect a sheet
• Each person connects their own Google account, and a sheet is always read through the account of the person who connected it
• Picking a spreadsheet gives LumaKol access to that one file, not to the rest of your Drive

Connect a sheet

In Integrations → Google Sheets, press Connect a sheet. Google’s file picker opens and lists your Google Sheets files; choose the spreadsheet that holds your leads. Once LumaKol has read its tabs, the Set up the sync window opens.

Choose the tab and map the columns

Under Which tab, choose the tab with your leads; its first row is read as the headings. Columns lists every column by its letter and heading, with an example from the first row of data. LumaKol guesses what each column holds from its heading, so check the guesses and correct anything that looks wrong.

• One column must be the Phone number. A row without a usable number cannot become a lead and is counted as unusable
• The lead fields are Name, Phone number, Additional phone, Email, Company, Designation, City, State, Country, PIN / postal code, Address, Source, Campaign, Pipeline stage, Notes, Tags and Your own reference. Leave anything else on “— skip this column —”
• Additional phone, Notes and Tags can take several columns. Tags are split at commas and semicolons
• Leads start in your first pipeline stage. A Pipeline stage column must use your stage names (capitals do not matter); a row with any other stage is counted as unusable
• Country takes two-letter codes such as IN or AE; anything else is left blank. Numbers without a country code are read with your workspace’s country

Keep other columns in custom fields

Anything else worth keeping, such as a budget, a product or a branch, can go into a custom field. Each column’s list offers your custom fields as “Custom field: …”, and “New custom field” named after the heading when no custom field matches it. When a heading matches the name of a custom field you already have, LumaKol picks that field for you.

• A new custom field is created as a text field when you press Start syncing
• New custom fields count toward your plan’s custom field limit. If the limit is reached, Start syncing stops with a message and nothing is synced: send the column to an existing field or skip it
• A value that does not fit its field is left out, and the lead still comes in. A required custom field the sheet leaves empty does not stop the lead either
• Rename or remove custom fields later under Setup → Custom fields

Write outcomes back into the sheet (optional)

Under Write outcomes back into the sheet, LumaKol can fill four things into the lead’s own row: Pipeline stage, Last call outcome, Last called at and Assigned agent. Pick a column for each one you want, and leave the rest on Do not write: those are never touched. Then press Start syncing.

• Each choice names the column by letter and heading, such as “Column D · Budget”. Columns with nothing in their first rows are marked “empty”, and a few empty columns after your last one are offered too. Pick empty ones, so nothing you typed is overwritten
• A column can take one of the four only; once chosen, it is not offered for the others
• Values are written shortly after a call outcome is saved, in the app or on the web, and again whenever the lead changes after that. A lead with no call outcome yet is not written
• Last called at is the date and time of the lead’s latest call, written in UTC
• Only rows that became leads through this sync are written back. A row whose number was already a lead is left alone

What happens to new rows

The first rows arrive within a few minutes of Start syncing. From then on LumaKol reads the sheet about every 15 minutes, from the row after the last one it read, and each new row becomes a lead in a list named after the spreadsheet and tab. A long sheet comes in over several checks.

• Each row is read once. Editing a row that was already read does not change its lead or add it again
• In a company workspace the new leads arrive unassigned: pick the sheet’s list on the Leads page and assign them, or reassign the whole list under Manage lists. In an individual account they are yours
• Add new leads at the bottom. Do not sort the tab or insert or delete rows above the last one read: LumaKol keeps its place, and the rows it writes back to, by row number
• Paste whole rows or fill each row in one go. A row read halfway through typing comes in as it was then, and one with no phone number yet counts as unusable
• Each lead’s Added date is the time its row came in, not the day the sheet was connected. The sheet’s entry in Integrations → Google Sheets counts today’s new leads, and View new leads opens them on the Leads page

Sync now, pause or stop

Each connected tab has its own entry under Synced sheets: the spreadsheet and tab, its status (Syncing, Paused or Needs attention), a writes back badge when outcomes go back to it, and a line with how many rows were imported, were duplicates or were unusable, and when it was last checked.

• Sync now reads new rows straight away instead of waiting for the next check, and tells you how many new leads came in
• The pause button stops the sync: no new rows come in and nothing is written back. The play button resumes it, and the sheet is checked again shortly
• The bin button stops syncing after you confirm. New rows stop arriving, and the leads already imported stay exactly as they are
• To change the columns later, stop syncing and connect the sheet again. The tab is then read from the top: rows already in LumaKol count as duplicates, and outcomes go back only to rows added from then on

When a sheet needs attention

Needs attention means the last check failed, and the entry shows the reason in red. LumaKol keeps trying again on its own, and nothing is lost: the next good check carries on from the same row and the status goes back to Syncing. Fix the cause, then press Sync now to check at once.

• “LumaKol cannot open that sheet any more”: the spreadsheet was deleted, its owner took away your access, or you switched Google accounts. Make sure your account can open it, press Connect a sheet and pick the same spreadsheet: picking it again restores access. The set-up window opens on that tab and says it is already connected. Close it, then press Sync now on the entry
• “Connect Google Drive first” or “Google Drive access was revoked”: connect Google Drive again under Settings → Google Drive
• “Google Sheets refused the request”: usually the tab was renamed or deleted. LumaKol finds the tab by its name, so give it back its old name
• “Your plan stores up to … leads” or “The free trial stores up to … leads”: the workspace holds as many leads as its plan allows. Choose a larger plan in Billing, then press Sync now
• “Write-back failed”: writing into the sheet failed, usually for one of the reasons above. Fix it the same way

Switch to a different Google account

Open Settings → Google Drive and press Change account, then Choose account. Google shows its account chooser, so you can pick any of your Google accounts or add another, and Integrations → Google Sheets then names the new one.

• Sheets you connected from the old account stop syncing and show Needs attention at their next check, because the new account has not given LumaKol access to them
• Connect each one again from the new account, which must own the spreadsheet or have it shared with it: press Connect a sheet and pick the same spreadsheet. The set-up window says the tab is already connected: close it, then press Sync now on the entry. It carries on from the row it had reached
• Sheets other people in the workspace connected are not affected: each is read through the Google account of whoever connected it